RFP Amendment 1 .docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

The following shall be a part of RFP # 90DETR-S1581. If a vendor has already returned a proposal and any of the information provided below changes that proposal, please submit the changes along with this amendment. You need not re-submit an entire proposal prior to the opening date and time.

Questions and Responses to RFP:

1. The RFP indicates that surveys are to be conducted every 4 months for each year. 4 surveys per year for 4 years is 16 surveys total. Can you please confirm that this is the total number of surveys expected for this project?

Yes.

2. The RFP indicates three population frames to be surveyed. These include (1) BVR and BSBV1 General Caseload, (2) BVR and BSBV1 Transition Students, and (3) BSBV1 Older, blind individuals. The RFP also indicates in section 2.3 that the population frames for these three groups include 1,600 individuals, 300 individuals, and 200 individuals, respectively. Are these numbers the total number of individuals for an annual caseload, or are these by quarter? If by quarter, the annual totals would thus be 6,400, 1,200, and 800, respectively. Can you please clarify as this information will impact the SOW?

The numbers are the number of clients who will be surveyed on an annual caseload basis.

3. RFP Section 2.1 requirements states that ?During the first year of the new contract, the Division will require assistance with?2.1.1 Gather, compile and analyze data recent satisfaction surveys, to include the development of additional questions.? Does NV want the vendor to review all existing survey questions and recommend deletions and/or changes? Or does NV want the vendor to only recommend new questions to add to the existing survey?

We want the vendor to review all existing survey questions and recommend deletions and or changes.

4. In reference to 2.1.2: Develop, deploy, administer, compile, and analyze data for a new consumer experience-based survey and 2.1.8 the protocol will include phone, mail and web-based options. Was the response rate using 2020 methodology satisfactory? What was the target and the actual? May the vendor propose a new methodology with the goal of increasing consumer participation?

Partially satisfactory, based on limited sample size due to COVID interruption. We would be open to hearing about new methodology.

5. Regarding 2.1.2, is there a target response rate for this engagement?

The State requests that the contractor reach out via phone to the client for at least 8 attempts. If the overall response rate is not satisfactory, then the contractor could be requested to attempt at least 4 more calls to get a response from those clients who have not previously responded.

6. Section 2.1.6 provides a link to the NV Satisfaction Survey (report date: August 29, 2016) completed by the University of Nevada for Federal FY2015. The survey instrument is included in this report. Is this the same as the survey instrument used in the Consumer Experience Survey 2020 Annual Results prepared by Market Decisions Research? If they are different, which survey does NV want vendors to use as a starting point?

They are not the same, we prefer vendor to use the CES 2020 Annual results prepared by Market Decisions Research as the starting point.

7. Section 2.2.3 states that vendors must “Create a baseline in the first year for subsequent years’ comparison”. Will the baseline year represent the survey data collected in year 1 of this current contract, and not data from the 2020 annual results or earlier? Moreover, we wish to confirm that the State does not intend to conduct analysis on data collected prior to the upcoming contract period.

We do not expect current vendor to analyze the findings of the prior vendor

8. Section 2.2.2 states the vendor will "Incorporate common performance measures data gathered as a result of the Workforce Innovation and Opportunity Act (WIOA) including employment in the second and fourth quarters after program exit and median earnings". Does the state have an existing data agreement already in place to capture wage data?

Yes, with Employment Security Division

9. Section 2.3 provides approximate numbers of consumers for parts A, B, and C. Are the numbers specified (1,600, 300, and 200)? Are these estimates per quarter or annual?

Annual

10. 8.2.2.6: The bidder understands that references will send their completed forms directly to the State. Please advise: Should the bidder identify the references, and the State will include the submitted forms?

The bidder must provide a list of references in their response to the State and provide the form to the named references, to be returned to the state directly from the reference. The references forms received directly by the State will not be a part of the contract.

11. 8.2.2.6: Is there a mechanism to confirm the State's receipt of our three recommendations?

The bidder may contact State Purchasing to find out if a specific reference has been received.

12. 4.1 and 10.3.3 - Travel: 4.1 indicates the vendor must provide detailed fixed prices for all costs. 10.3.3 states that travel must be pre-approved, and the cost of travel should include original receipts and submitted on the travel expense form with the vendor?s invoice. Please provide clarification on how travel costs should be detailed and allocated in the budget.

Travel is at the Federal Per Diem rate. Travel must be preapproved by REHAB and should be tenatively forecasted. The forecast will show how many people will travel for each trimester survey. The budget will show the forecasted travel in total and how it is broken out per trimester.

13. What contact information will the State provide for consumers? Please provide the respective percentages of cases that have an email address, physical address, and phone number?

100% of cases have a physical address and phone number (land or mobil) unsue of the % that have an email, but believe that "most" do.

14. Does the State have a text opt-in agreement signed by survey participants?

Yes.

15. The RFP states the contract will begin January 2, 2022. When would data collection be expected to begin?"

2nd Trimester (May-August)

16. Will the surveys be conducted in English only?

English and Spanish

17. Can DETR clarify 2.1.1 ?Gather, compile and analyze data recent satisfaction surveys?? Is this task to obtain and analyze survey data that was previously collected? What specific deliverables are contained in this task?

See response #3

18. Can DETR clarify the survey and reporting periods? The RFP requests ?four-month intervals,? which would be three survey administrations and reporting periods in a year, but the 2015 survey was conducted by quarter (i.e., in three-month periods). We just want to confirm the switch from three-month survey and reporting periods to four-month periods.

We survey in trimesters

19. Under task 2.2.1, can DETR confirm that the approach requested here is to survey different clients each year and not the same clients again each year? Can DETR clarify task F under 2.2.5.1 ?Comparative Analysis of program perception as compared to other state?s programs?? Does this task involve comparing satisfaction ratings from NV clients to those of Vocational Rehabilitation program ratings from other states? If so, will this information be provided to the contractor?

Expectation is that different clients are surveyed each year. Comparison data from other states is not provided by REHAB.

20. Under tasks 2.3.1, 2.3.2, and 2.3.3, are the customer numbers listed in these sections the anticipated yearly total cases to be contacted? Will these contact lists be provided at once, or in batches? If in batches, how often will contact lists be provided?

Yes. Provided prior to each trimester.

21. Are sections 3.1.3 through 3.1.6 in the Vendor Information section to be completed and submitted as part of the proposal? Or is this information to be provided after award?

Section 3.1.3 requires a vendor, prior to doing business in the State of Nevada be licensed by the Secretary of State’s office. Vendors may wait to apply for this if awarded a contract, but the contract will not be executed until completed. Sections 3.1.4 through 3.1.6 must be completed and returned with a vendor’s proposal.

22. Is the Cost Schedule to be completed for the first year of the contract or for all four years? If for all four years, how are bidders to handle the cost estimate when the services may vary from year to year as it is likely the number of clients in the three populations will vary somewhat from year to year?

For the life of the contract. Since this is a 4-year contract, the schedule is your budget for the next 4 years.

23. It would appear from the instructions in 8.2.2.5 and 8.2.2.6 that the entirely of the description of the Scope of Work and Company Background and References is to be written in bold italics. Is this accurate? .

Yes.

24. Additionally, under section 8.2.2.5, several subsections are not SOW items, but merely informational (e.g., 2.1.6) or instructional (e.g., 2.1.8.2 and 2.1.8.3). How are such subsections to be handled? Additionally, subsection 2.2.5.3 is a repeat of the instruction in subsection 2.2.5.2.B and 2.2.5.2.C. Which formatting is required for the response?

Answer to the best of your ability and if not relevant, answer N/A. Response formatting does not change throughout.

25. Similarly, section 2.1.9 appears to be a longer description of the work requested earlier in subsections 2.1.3 and 2.1.4. Is a response required under 2.1.9, given it would simply be a repeat of what was provided under 2.1.3 and 2.1.4?

Yes.

26. For sections 2.3.1, 2.3.2, and 2.3.3, the description of the survey work to be carried out will be very similar, just applied to the different client groups. Is it necessary to repeat duplicate information three times in the response? Or can identical content be referenced in later descriptions?

Repeat for each client group.

27. What data security controls does DETR implement for the secure transfer of data between DETR and the contractor? What are acceptable secure data transfer platforms that meet these data security controls?

Sufficient data to conduct the survey will be provided to the awarded contractor. The data may include PII. The data will be sent in an excel format which will be encrypted, and password protected. Survey results, which should contain no PII will be provided, to REHAB, in a Microsoft Office format and emailed to the main REHAB contact.

ALL ELSE REMAINS THE SAME FOR RFP 90DETR-S1581.

Vendor must sign and return this amendment with proposal submitted.

Vendor Name:

Authorized Signature:

Title:

Date:

This document must be submitted in the “State Documents” section of vendors’ technical proposal.

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